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Understand How To Communicate Effectively With Others Business Essay

Identify a range of places where a person can find information on employment rights and responsibilities. You should identify at least two internal and two external sources of information.

Internal sources: line managers, personnel specialists, specialised colleagues, staff association representatives and trade union representatives.

External sources: Citizens Advice Bureaux, ACAS, legal professionals, educational establishments, educational courses, trade unions, chambers of commerce, employer/industry organisations, Government, the Equality and Human Rights Commission, libraries.

4. Describe how representative bodies can support employees.

The best known example of representative bodies is in the form of Trade Unions. They represent the interests of their members, they can offer assistance and regional and national expertise. Union representatives can support employees with information related to health and safety, European consultative bodies, pensions, workforce agreement, collective redundancy, Union learning, collective bargaining, transfer of undertakings and information and consultation representation.

5. Briefly describe employer and employee responsibilities for equality and diversity in a business environment. You should give at least two employer responsibilities and two employee responsibilities.

If possible, provide relevant equality and diversity procedures from your workplace (or place of study) to support your answer. These documents should be annotated to highlight the relevant sections.

Employer’s responsibilities for equality and diversity:

Train staff on equality and diversity topics;

Develop policies and procedures to address equality and diversity issues;

Ensure that line managers appreciate diversity and promote fair treatment.

Employee’s responsibilities for equality and diversity:

Being aware of the judgements he/she makes;

Avoiding ‘labelling’ people;

Recognise differences of opinion;

Treat people with respect;

Being willing to learn about people that might be or might seem ‘different’

Always focusing on the positive attributes in people.

6. Briefly explain the benefits of making sure equality and diversity procedures are followed in a business environment. Your answer should include one benefit for the employer, one benefit for the employee and one benefit for the overall organisation.

One benefit for the employees would be that respecting equality and diversity they might learn new things from people with different experiences or perspectives. On other hand, it is beneficial for the employer because people feel the company or the organisation treats them fairly. A benefit for the overall organisation is a more competent, motivated and productive workforce.

Section 2 – Understand the purpose of health, safety and security procedures in a business environment

1. Identify employer and employee responsibilities for health, safety and security.

If possible, provide relevant health, safety and security policies / documents from your workplace (or place of study) to support your answer. These documents should be annotated to highlight the relevant sections.

Employers’ and employees’ responsibilities for health, safety and security are regulated in Health and Safety at Work Act (1974).

Employers must ensure the health, safety and welfare at work of all the people who work for them (provision and maintenance of safe plant and systems of work, machinery and equipment used for work) and other persons (contractors, customers).

Employees must take care of themselves and others; cooperate with their employer; use equipment and safety devices as trained and instructed; inform employers of any dangers. According to the above-mentioned Act, employees should not interfere with or misuse anything provided to protect their health, safety or welfare in compliance with the Act.

2. Explain the purpose of following health, safety and security procedures in a business environment.

The purpose is to ensure safety in the organisation, to avoid hazards and injuries, to prevent accidents and damages, to reduce risks and to create a healthy and secure business environment.

Legal reasons: Failure to follow health and safety procedures can result in reprimands, fines, closures and even prison sentences.

Organisational rules: If staff or management fail to follow legal

requirements, they could be subject to disciplinary procedures.

Moral reasons: Employers and employees have a moral obligation to

follow health and safety procedures to ensure no one comes to any harm.

Economic reasons: Economic consequences of not following procedures include fines for breaking the law, compensation payments to customers or staff, loss of customers who are aware that health and safety procedures are not being followed, increased costs and, potentially, even the whole organisation being shut down.

3. Describe three different ways of maintaining a safe and secure business environment.

Personal conduct: not wearing dangerous clothing/jewellery, not being under the influence of alcohol/drugs, not turning up for work tired

Awareness and observation: noticing what happens in the working

environment, being aware of potential hazards

Personal actions: being willing to take action to ensure the safety of

others

At the level of the company: Risk assessments, accurate record-keeping, regular checks; H&S training; training gaps must be identified and acted upon.

Section 3 – Understand how to communicate effectively with others

1. Complete the table below with descriptions of different methods of communication. You should include two verbal, two non-verbal and two written methods of communication.

Methods of communication

Description

Verbal communication

1. face-to-face meetings or discussions

2. telephone and videoconferencing

Non-verbal communication

1. Posture (body language)

2. Voice Tone

Written communication

1. E-mails

2. Reports

2. Using two specific examples, explain how to choose the most appropriate method of communication to meet your needs and the needs of others.

Presentation of a new project in the company: Communication should be done in a meeting, through oral presentation (slideshow), giving the opportunity for people to ask questions and give direct feedback; it can be seconded by written material as well and the follow-up can be developed through the e-mail.

Reporting to the manager about the outcome of a project: Written, detailed report as well as face-to-face meeting, depending on the complexity of the report and the time frame.

3. Describe at least two ways of actively listening.

One way of ensuring active listening is to be in an environment that minimises distractions; it is also important not to interrupt the one that speaks and to note questions that can be then asked at the appropriate time. Focusing on details and recapping to check if the information was understood correctly are another ways of providing active listening.

Section 4 – Understand how to work with and support colleagues

1. Explain the purpose of agreeing standards for your own work. Give at least two reasons.

The purpose of agreeing standards for my own work is to set up a clear understanding of my responsibilities as an employee;

By setting up agreeing standards for my work as an employee my progress and performance would be easily tracked.

Also, colleagues might depend on one other to receive inputs and provide outputs, that is why the work standard for employees needs to be consistently good to enable the business to function efficiently.

2. Explain the purpose of taking on new challenges and being able to adapt to change at work.

Sudden and unexpected changes can happen in a business environment, especially in those businesses that want to be successful and need to constantly improve and adapt to new technologies. These changes should be dealt with in a positive manner as they might bring beneficial outcomes for the working practices. There might be social and legal changes that can influence the organisation and employees might have to adapt to that. Also, customers might have new, changing requirements that must be satisfied.

3. Explain the purpose of treating others with honesty and consideration.

It is important to treat others with honesty and consideration because this kind of behaviour will be reflected in others and will also influence the people around. Good working relationships are essential for the efficiency and positive atmosphere in an organisation. Telling the truth, treating others with respect, tolerating differences, listening to other people’s opinions are key elements in a good behaviour at work that improve both the success of the business and the general working environment.

As a result of good working relationship people would benefit:

A greater willingness to co-operate and share information

A greater willingness to suggest improvements

A greater willingness to work harder and help fellow workers

Fewer arguments, complaints and grievances

People are more motivated and energised and look forward to working

Section 5 – Know how to plan own work and be accountable to others

1. Explain the purpose of meeting work standards and deadlines when completing tasks in a business environment.

Setting clear standards and deadlines enables people to complete work effectively. If there are no standards or they are vague, this can lead to confusion and problems. Customers and clients may not get the service they expected. Inefficiencies and delays might occur as a result of not meeting work standards which can be damaging to businesses. There is also a danger of losing clients and not achieving key outcomes. If the work standards are not met, there might be negative effects both on employees and customers.

2. Describe two different methods that you can use to plan your own work in a business environment.

Plan the daily workload, prioritising the tasks appropriately

Being flexible and adaptable to changes

Notifying people of any changes in plans.

3. Describe ways of keeping other people informed about progress and compare their effectiveness. What are the benefits and drawbacks of each approach?

Open communication on progress leads to better working relationships and more effective working practices. People can help each other to solve the problems that arise in a quick, direct manner; colleagues can take into account problems and make the necessary adjustments and the appropriate changes.

Generally, keeping people informed on progress should take into account different factors and this information should be formulated accordingly. Thus, it should be decided on what information needs to be communicated, when it should be communicated, who should receive the communication and also in what manner the information should be communicated. There is no use in giving progress updates to people that would not need that information; also, if the message is too complex (like a report, for example), it is better for the information to be presented in a written manner. Desired outcome of the communication, target audience and the resources available should also be taken into account. There are progress updates that can be made in an instant, verbally, and others that require a higher degree of formality, and should be made either in a conference/meeting or e-mail/written report. Progress updates are generally only communicated to a small number of eople – often only one. This information is generally provided promptly – often a verbal note or email is sufficient. If there are many problems, a more detailed recap may be required.

Section 6 – Understand the purpose of improving own performance in a business environment and how to do so

1. Explain the purpose of continuously improving your performance in a business environment.

Business performance is directly connected to the employee’s performance. All businesses want to produce the highest quality goods and services whilst being as efficient as possible. Organisational improvement encourages individual improvement.

Employees who continually improve progress faster, earn higher rewards and have a greater job satisfaction.

2. Describe at least two ways of improving your performance at work. Where relevant, illustrate your answer with specific examples from your own experience.

Feedback: Team leaders, managers and supervisors observe and analyse work performance; they might suggest areas of improvement that should be received positively.

Innovation: Systematically working out new ways to improve things. Learning something new so that performance can be improved.

3. Briefly describe at least two different types of career pathways that may be available to you.

I have a Bachelors degree in Journalism and a Masters degree in Photography. One career path would be as a Lecturer in Photography; the other – that I am undergoing now – would be to actively engage in photojournalistic projects that would be later published or exhibited.

Section 7 – Understand the types of problems that may occur in a business environment and how to deal with them

1. Identify at least two different types of problems that can occur in a business environment.

Minor problems – have obvious, easy to implement solutions

Major problems – have serious consequences and need careful consideration.

2. Complete the table below by describing at least two specific problems that can occur at work and how they can be dealt with.

Problem

Dealing with the problem

1. The deadline for a task to be completed is shortened

Schedule of the day might be reorganised and issues to be solved should be prioritised according to the new requirements; another colleague might be brought up to support with meeting the deadline.

2. Equipment failure

Reporting the issue and waiting for the servicing specialists to solve it; try alternatives ways of continue the activity or – in case this is not possible – plan it further, so that the process to run smoothly once the failure is fixed. In case there are customers waiting for products and if we are sure they cannot be delivered in time, they should be informed of the delay.

3. Complete the table below by listing at least two problems you are able to deal with yourself and two problems you would need to refer to others to deal with (and how you would refer these problems).

Problems I can deal with:

Problems I would need to refer to others:

How are problems referred to others?

1. Photography sessions (equipment use, directing people, structure of the shooting etc.)

1. Equipment failure: address manufacturer’s service

Contacting the manufacturer and ask for the details for service

2. Exhibition: choosing the venue, the pictures, creating artist statement

2. Printing photography

Direct order to a printing company

Once you have completed all 7 Sections of this Assessment, go to www.vision2learn.com and send your work to your tutor for marking.


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